TOWN STAFF REPORT RECOMMENDATIONS
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Discuss, consider, and act to approve the purchase of a new fire engine not to exceed $1.3 million dollars.
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STAFF: John Ard, Fire Chief
BACKGROUND:
The department currently operates two fire engines: a 2003 model (22 years old) as a reserve engine and a 2015 model (10 years old) in frontline service. Last summer, the council approved $1.3 million in the FY24/25 budget for the replacement of the 2003 fire engine with a new, fully equipped apparatus. Since the approval, the fire department has been focused on selecting, designing, and outfitting the new engine to ensure it meets the community's needs and risks, while aligning with our deployment strategies.
Please see the attached support documents for the purchase of a new fire engine.
DISCUSSION:
Apparatus Replacement
It is important to note that the lead time for the new fire engine will be approximately three years.
The standard practice for fire apparatus replacement in the fire service industry follows a 10/10 model, where the apparatus serves in frontline status for 10 years and then transitions to reserve status for another 10 years with a lifecycle of 20 years. The Town’s vehicle replacement policy aligns with this, stating that a fire apparatus has a total life span of 20 years. According to the 2020 Community Risk Assessment: Standard of Cover for the Westlake Fire-EMS Department, the expected life span for an engine is also 20 years. It's important to note that while age is a key factor in assessing the need for replacement, other considerations such as vehicle mileage and engine hours are also critical in determining serviceability. A common tool utilized in the industry to evaluate vehicle replacement is illustrated in the attached report “Apparatus Replacement Justification 2024.” Additionally, the fire department has created “Vehicle Replacement Schedule” that illustrates the replacement of the reserve engine.
Loose Emergency Equipment Replacement
Only one fire engine is equipped with all the necessary emergency equipment. All loose fire equipment should follow the apparatus replacement schedule, which means we should be replacing the equipment every 10 years or on an as needed basis.
By delivery of the new fire engine (approx. three years), nearly all loose equipment on the current fire engine will be 13 years old and will need to be replaced. It is important to note that some equipment, including Self-Contained Breathing Apparatus (SCBA), and extrication equipment have been replaced in recent years and will not be part of this equipment purchase.
FISCAL IMPACT:
$1,286,031.53
STAFF RECOMMENDATION:
While working with Finance Director Cayce Lay Lamas, two potential options for purchasing a fire engine were considered. The first option is to prepay and receive a guaranteed savings of $124,897.16, which amounts to a 9% discount. The second option is to wait approximately three years, with the possibility of earning approximately $161,991.40, though the exact amount is uncertain.
Given the minimal difference between the two options and the guaranteed savings from prepayment, staff recommends proceeding with the purchase of the new fire engine now.
ATTACHMENT(S):
1. PowerPoint “Fire Engine Purchase”
2. Engine Proposal
3. Proposal Detail
4. Proposal Option List
5. Loose Equipment
6. Engine Design Drawing (Not exact)
7. June 2024 Council Presentation
8. Apparatus Replacement Justification 2024
9. FD Vehicle Replacement Schedule
TOWN COUNCIL ACTION/OPTIONS:
1) Motion to approve
2) Motion to amend with the following stipulations (please state stipulations in motion)
3) Motion to table
4) Motion to deny